Financials

The Financials section helps you stay on top of payments, send invoices, manage customer credit, and keep your accounting software up to date. It connects your daily sales to your books so you spend less time on admin.

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Setting up your invoices

Before you start sending invoices, customise them in Settings > General > Invoices:

• Logo — upload your logo. We recommend including your business name, address, phone, email, VAT number, and website below the logo so it reads like a letterhead.
• Invoice message — the default text that appears on every invoice (e.g., “Thank you for your order. Please see attached invoice.”)
• Footer — add your bank details (sort code, account number) and payment terms (e.g., “Strictly 30 days”)
• CC email — enter an email address to receive a copy of every invoice sent. Useful for your accountant, bookkeeper, or accounting software (Xero, Sage, and QuickBooks often accept invoices by email)
• Statement CC email — a separate CC address for monthly statements, if different from invoices

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Invoicing

How invoicing works depends on the customer type:

• Retail customers get a sales receipt by email straight after their order is paid
• Corporate customers get a formal tax invoice that goes against their account

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Creating invoices

You can invoice a single order or multiple orders at once:

• Single invoice — open any order and click Send Invoice
• Bulk invoice — go to Financials and select multiple orders from the same customer, then click Create Invoice. The system combines them into one invoice.

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Bulk invoicing

At the end of each month, you can invoice all your corporate customers at once:

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Checking if an invoice was delivered

After sending invoices, you can verify delivery in the Business Portal. Select the account customer, click View, and open the Notifications tab. Each sent invoice or statement shows whether the email was delivered or failed. If an email failed, check the customer’s email address is correct. As a workaround, you can download the invoice PDF from the invoices list and send it manually.

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Invoice types

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Invoice statuses

• Unpaid — no payments applied yet
• Partially Paid — some money received, balance still outstanding
• Paid — fully settled

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Managing payments

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Recording a payment

If a customer pays by bank transfer or another method outside the system:

1. Open the invoice or the customer’s account
2. Click Add Payment
3. Select the payment method (Bank Transfer, Cash, etc.) and enter the amount

This clears the balance and updates the invoice status.

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Partial payments

You can record partial payments against an invoice. The system tracks how much has been paid and how much is still outstanding. When the full amount is received, the invoice automatically moves to Paid.

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Reconciling payments

For corporate customers who pay multiple invoices at once, use the reconciliation tool:

1. Select the customer
2. Enter the payment amount
3. The system suggests which invoices to apply it to
4. Confirm the allocation

You can also undo a reconciliation if a payment was applied to the wrong invoice.

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Credit management

Digital Florists tracks customer credit through several mechanisms:

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Customer balances

The Financials page shows each credit customer’s current position:

• Orders total — unpaid orders not yet invoiced
• Invoices total — outstanding invoiced amount
• Credit balance — available credit on their account
• Book balance — the net position (invoices minus credits)

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Applying credit

When creating a payment, you can apply a customer’s available credit against their outstanding invoices. The credit balance reduces automatically.

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Refunds and voids

• Refund returns money to the customer — for example, back to their card via Stripe. The system tracks refunds per payment method and ensures you can’t refund more than was originally paid by that method.
• Void cancels a transaction that was entered by mistake. It removes the transaction from your financial reports without triggering a payment.

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Accounting integration

Connect Digital Florists to Xero, QuickBooks, or Sage so your financial data flows into your accounting software automatically. Once connected:

• Invoices are pushed to your accounting software
• Tax codes are mapped to your chart of accounts
• Your accountant always has up-to-date figures without manual exports

You can also generate accounting exports formatted specifically for your software. Go to Analytics > Export > Financials > Accounting Export, select your software (Sage, Xero, or QuickBooks), and download a file your accountant can import directly. Connect your accounting software →

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Payment methods

Digital Florists supports several payment types, each with different behaviour: Payment methods are configured in Settings > General > Payment Methods, where you can control which ones appear at the POS, which are included in cashups, and which allow change.

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Common questions

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What’s next?